Budget Development Process for Categorical Programs 2015 - 2016

1. Budget Development Process for Categorical Programs 2015 - 2016 Educational Service Center -North

2. What is Title I? Title I … • is an instructional program that provides services to low-achieving students in order for them to reach academic proficiency. • funds are allocated to schools based on poverty percentages on the annual Title I ranking. These percentages are determined by the number of low-income students, aged 5 to 17, enrolled on CBEDS day who qualify for free-or reduced-price meals or CALWORKS. • “is a program and not a funding source.”

3. Title I Models • Targeted Assistance Program (TAS) – in this model, only students identified as Title I-eligible may receive services funded by Title I. • Schoolwide Program (SWP)- in this model, schools have a comprehensive school plan that may provide services to all students. However, based on prioritized needs, a school must particularly address the needs of low-achieving students and those at-risk of not meeting the sate student academic achievement standards.

4. Schoolwide Program • All schoolwide programs must be based on three core elements: • Comprehensive needs assessment • Comprehensive plan based on the results of this assessment • An evaluation to determine whether the plan has worked and what improvements may be needed

5. Supplemental Funds… • are those funds which are granted to schools for specific program purposes and which are over and above the general revenue funds the schools receive to support the core program. • must be used to support and enhance the District’s core program. • must be clearly tied to the overarching goal of improving academic outcomes for participating students.

6. Supplement not Supplant Supplemental funds may not be used to replace or supplant the funds and instructional program the District provides the school. Federal funds (Title I & Title III) may notbe used to provide services: • that are required under other federal, State or local laws • that were provided with non-federal funds in the prior year • for participating children when the same services are being provided with non-federal funds for non-participating children.

7. What is Title III? Title III… • is an instructional program that provides services for ELs above and beyond the core program requirements as outlined in the United States Code (USC) and California Education Code (EC). • funds must be used for these services for ELs. • funds require the input from parents of English Learners. Please refer to Policy Bulletin number BUL-6332.0: Guidelines for Required School and Central Advisory Committees and School Site Councils (7-21-14), or contact the Parent Community Services Branch or your ESC PACE Administrator for additional information.

8. Funding for EL Students Title III Fundspay for supplemental services above and beyondTitle I and General Funds EL Title III EL Title III Title I Fundspay for supplemental services above and beyond “General Funds” Title I (Includes Els) Title I (Includes Els) All students are entitled and MUST receive services provided by“General Funds”before supplemental services can be considered General Funds General Funds

9. Funding to Serve English LearnersAll Schools receive TSP resources to meet LCAP EL Goals Proportionality TSP 10183 Supplemental Title III 7S176

10. Title III Expenditures To meet the AMAO targets, schools must use their Title III funds to provide direct services to ELs. 10

11. Title III Priorities (7S176) • Professional Development for ELD and Access to Core • Targeted Intervention Services • Title III Instructional Coach • Parent Outreach and Training 2015 – 16 Program & Budget Handbook, Appendix A, pg. C-2

12. Title III Updates • Parent Training Allowance no longer allowed • Certificated Training rate is no longer allowed with Title III (only PD Teacher X time)

13. Comprehensive School Plan • California Education Code 64001 requires that schools participating in programs funded through the Consolidated Application (Con App) develop a Single Plan for Student Achievement (SPSA). • The SPSA is a written plan developed by the school community describing the school’s program and how resources will be used to meet the supplemental educational and related needs of participating students. • California Education Code 9 Section 64001 requires that a School Site Council (SSC) develop the SPSA.

14. SPSA Cycle of Continuous Improvement

15. Comprehensive Needs Assessment • Per California Education Code 64001(g) the SSC must evaluate, at least annually, the effectiveness of planned activities. (BUL-6184.1) • Based on the SPSA evaluation and the comprehensive needs assessment, the SPSA must be updated to include any major changes.

16. SPSA Evaluation-MEM-6184.1 All Schools Must Complete Annual SPSA Evaluation ONLINEf

17. SPSA Cycle Cycle of Continuous Improvement

18. Develop Goals and Identify Action/tasks SPSA Sample

19. SPSA Cycle Cycle of Continuous Improvement

20. Develop a School Budget • Must be based on the identified needs of participating students as determined by conducting a comprehensive needs assessment and as described in the SPSA • Should demonstrate an alignment between the planned supplemental instructional program and the planned expenditures

21. Develop a School Budget • If a school is unable to demonstrate that all participating student groups are showing signs of academic improvement, the school must re-evaluate the use of its categorical budgets and its expenditures and if necessary restructure the school's budgetary expenses. • Budgets should be developed with recommendations from appropriate committees, e.g. ELAC. Their written recommendations must be brought to the SSC for review and approval.

22. Budget Process Analyze EL Data to determine ELs’ needs. Conduct “Needs Assessment” Analyze EL Student Data Share data with ELAC School submits the SPSA and budgets to the Educational Service Center for Approval Share data with ELAC. ELAC makes recommendation(s) to SSC and Principal Budget Development Process SSC makes decision & submits written decision to ELAC ELAC submits written recommendation to SSC Local District EL Coordinator signs Budget Worksheet and submits to Fiscal Specialist for processing School develops the SPSA/SPSA Updates and the “Budget Justification Pages” Budget Worksheet with necessary signatures is submitted to Local District with Justification and SPSA Page ELAC’s recommendation(s) are shared with SSC. SSC makes decision.

23. EL Data Analysis

24. EL Data Analysis

25. ELAC Recommendation Form • Needs Assessment • SPSA • Budget Development This form will show reviewers/auditors that ELAC was part of : “Needs Assessment, SPSA and Budget Development Process.”

26. 2015-2016 Budget Information This is a resource to assist schools in designing an effective instructional program for participating students.

27. 2015-2016 Budget Information Services for which the student is the direct recipient or beneficiary of the services. Budget at a Glance – Direct Services • Direct instruction to students • Supplemental instructional materials and classroom equipment • Activities supporting the analysis and use of student performance data that are then used to inform instruction • Services that affect the quality of instruction and academic success of the students such as Professional Development for Teachers and Parent Involvement Activities HO#1

28. 2015-2016 Budget Information Personnel and supplies that are administrative in nature and do not have a direct relationship to instruction Budget at a Glance – Indirect Services • 7S046 only -10% maximum on indirect services such as: • Clerical • Custodial Overtime • Non-Classroom Equipment • Other Non-Instructional Contracted Services (Toshiba) • Coordinating Differential HO#1

30. 2015-2016 Budget Information Program and Budget Guidelines - Key Reminders for Title I • General Supplies are not allowed with Title I Funds. • There is a 5% maximum limit on SIM for the entire school year (for 2015-16 IMA will be known as Supplemental Instructional Materials (SIM)). • First time purchases of software licenses are considered SIM and must be budgeted as such. • Renewal of software licenses must be budgeted as Software Licenses Maintenance. • Title I resources with Program Codes 7S046, 70S46, 7E046 may not be used to reconcile Procurement Card (P-Card) expenditures. • Test preparation materials may not be purchased.

31. 2015-2016 Budget Information Program and Budget Guidelines - Key Reminders for Title I • Custodial Relief Time/Overtime must not exceed $3,000 for the entire school year. • Custodial (M&O) Supplies are limited to 10% of the budgeted amount for Custodial Relief Time/Overtime. • A school may only purchase a total of two clerical positions. • School Advisory Committee Expenses may not be budgeted. • Program funds cannot be used to purchase Administrator positions, TSP Advisor, Campus Aide, School Supervision Aide, Custodian, and Deans. • Certificated Positions funded with categorical resources may only be budgeted on “C” basis.

32. 2015-2016 Budget Information Program and Budget Guidelines - Key Reminders for Title I The following items cannot be budgeted during budget development and are restricted expenditures: • General Supplies – Technology, Non-Capitalized Equipment, Capitalized Equipment • Other Books • Admission Fees • Administrative Supervision (X-Time) • Professional Expert • Contracted Instructional Services incorporating the arts to support ELA and math (Elementary Schools only) The following items cannot be budgeted budget development, and must wait until after norm day: • Auxiliaries • X-Time (over 9 days) for certificated positions funded with categorical resources. All penalties for non-allowable items must be funded with general funds regular program resources.

33. 2015-2016 Budget Information Program and Budget Guidelines - Key Reminders for Title I • Administrative salaries for intervention and PD cannot be purchased during budget development. • Prepare a Budget Adjustment and include the following: • Request for Extra Duty Pay for Administrators for X-time prior to the start date of the planned activities • Flyer or notification to parents describing the intervention (date, time, number of sessions/days, and number of students) • Agenda(s) must be attached for the PD • Upon request, schools must submit attendance records • Administrative X-Time will not be approved after the start of planned intervention and/or site-based professional development, consequently there will be no after-the-fact approval

34. Title III Expenditures Requiring Pre-approval • Contracted Instructional Services • CPA X Time, Tutoring* • Instructional Coach X Time, Tutoring* *Tutoring must be provided on Saturdays See HO#2

35. Title III Pre-approval Request

36. Title III Pre-approval Process

37. EIA-LEP Carryover Allocation (7V883) • The purpose of EIA-LEP funding is to ensure ELs attainEnglish Proficiency and meet academic standards. • The emphasis for this allocation is to provide supplemental services to ELs who need these services to accelerate their linguistic and academic progress.

38. EIA-LEP Carryover Allocation (7V883) • The purpose of this allocation: is to support supplemental ELD PD for Teachers of ELs offered by the Multilingual & Multicultural Education Department (MMED) during July and August 2015 and during 2015-16 school year.

39. EIA-LEP Carryover Allocation (7V883) • For schools with low EL enrollment these funds may be combined with LCFF, Title III or other funds to send one teacher representative to PD • Funds may be expended for Teacher X-time, PD Teacher X-time, Day to Day Substitutes, PD Teacher Regular • Must be expended by June 30, 2016

40. 2015-2016 Title I Budget InformationWhat’s New • Staff Training Rate for certificated personnel is no longer allowed. • Supplemental Instructional Materials (SIM) is the new name for IMA. • Supplemental classroom libraries and novels are now considered SIM and no longer in Other Books. • Parent Training Allowances are no longer allowed in 7S046, 7E046, & QEIA. • Regarding time reporting, if a position is multi-funded, such as a Targeted Student Population (TSP) Advisor/Categorical Program Advisor (CPA), than only a semi-annual certification needs to be done for the portion of the position (including the differential) that is funded with categorical money.

41. 2015-2016 Title I Budget InformationWhat’s New • General Supplies, Technology is for equipment costing less than $500 including tax, shipping, and other ancillary costs • Capitalized Equipment is equipment with a cost of $5,000 or more (Bulletin 1158.1). Please Note: All equipment purchased with categorical funds must be inventoried. There is a new format for the submission of Categorical Equipment Inventory (Bulletin 3508.6). Title I Other Expenditures (OE) (4000, 5000, 6000) expenditure reviews will be conducted quarterly.

42. 2015-2016 Budget InformationWhat’s New Scenario 1: Multiple Copiers General Fund Title I Scenario 2: One Copier General & Title I (Multi-fund Max 50% Title I) See Program and Budget Handbook pg. A20

43. SPSA Cycle Cycle of Continuous Improvement

44. 2015-2016 Budget Appointment Required Documents School budget Signature Forms: 7S0467E0467S176 QEIA If ApplicableAssurance and Justifications for these ProgramsSPSA Pages Aligned to Expenditures (From Final SPSA)

45. School Budget Signature Forms School Information Budget Development Worksheet Don’t forget RPAs or Itinerant Forms

46. School Budget Signature Forms Write “2015-2016 Budget Development” Signatures in BLUE ink

47. Assurances, Budgets, and Justifications (A&Js) For 2015-2016

48. School Information & Programs Requires ESC Superintendent Signature

49. Assurances Page This page requires school signatures

50. Assurances Signature Page • At the bottom of the page is a space for all required signatures. These signatures indicate that stakeholders (parents and staff) have had the opportunity to provide recommendations to the budget-planning process. • Signatures do not necessarily indicate approval of the spending plan. When a signature is withheld, please attach a statement from the required stakeholder indicating the reason(s), minutes, agendas, and sign-ins from the applicable advisory committee where the budget-planning process was discussed.